REMIAS BOARDING HOUSE MANAGEMENT

SYSTEM

EFTEEZAM PATADON
BAIDIDO G. BASICUTAY

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

NOVEMBER 2024
 Project Context

Remia’s Boarding House is well-known as rental house in Kidapawan City. The

Boarding House started on January 16,1995 and it is located at Baliktaran Street Poblacion

Kidapawan City. The owner Remia Benito has a dedication to success. The house has 6 rooms

and 2 bed per room. The boarders has an obligation to pay their 1,500 payment after 1 month.

This rental housing is a residence that rented partially by the owner for a student

as tenants. This area is chosen by the developers because it is near on the school. Customer can

save their money for their transportation. They would not be worried to that they might be late in

their class. Instead of travelling every day, they can use those time for study their notes. Their

safety will be secured from unexpected accident that might happen while on their way. The

owner of the house has implemented rules and regulation inside the room and visitors are

prohibited. The boarders must be inside boarding house before curfew hours.

Some boarders not paying their rental payment on-time and the owner was having

a hard time keeping track of their payments because some boarders are saying they have paid

even though they did not but there is no enough evidence such as reports to prove. This situation

can lead to loss of the owner and may affect the customer’s experience. It is important to find

way to manage customer flow and right of the owner.

To address these challenges and improve the rental flow of Remia’s Boarding

House, the recommended solution is to keep all records in communication in payments and have

a comprehensive control over tenant information and financial transactions. This system will
allow tenants to pay their payments on-time and gain valuable insights into rental performance

through detailed reports. Thereby, reducing late payment and enhancing the overall customer

experience.

Objective of the Study

General Objective

The main objective of the system is to manage the payment of the tenant and monitor the
house rental. Offers an intuitive interface for both administrators and staff members, facilitating
seamless tenant payment management and rental monitoring.
Specific Objective

 Create a system that contains admin and staff.

 Create a system where admin and staff can edit, update and delete the information of the

tenant.

 Create a system where staff can edit and update the information of the tenant.

 Create a system where admin can add update and delete rooms and room categories

details.

 the admin and staff can check and accept payment.

 Admin can have an overview of total houses, total tenants and payment by month.

Scope and Limitations

Scope

The scope of the system includes the following areas of focus.

  The system can manage each tenant’s information.

 The system allows the administrator to generate comprehensive reports regarding various

aspects of the rental management system,

 The system allows the administrator to manage individual rental properties, including

assigning tenants, updating property details, or making any necessary changes.

 The system can generate financial summaries, providing an overview of income of the

rental properties.

Limitations
The following are the limitation of the system.

 The system is not capable of verifying payment transactions, only admin can verify the

transaction physically.

 The system’s only accept one-time payment per month per tenant.

 The system cannot calculate product prices.

 The system does not have recovery features

.
 REVIEW OF RELATED LITERATURE AND STUDIES

Review of Related Literature

Effectiveness of Stock Inventory System

The effectiveness of stock inventory systems is important for businesses to optimize

stock levels, streamline operations, and reduce time-consuming tasks.

According to Benaissa, M., & Lu, W. (2018), the effectiveness of a stock inventory

system can be observed through several key factors. It improves inventory management by

providing real-time and accurate information on stock levels, leading to optimized inventory

control and reduced stockouts. Enhances operational efficiency by streamlining processes such

as order fulfillment and demand forecasting, resulting in reduced lead times and improved

overall efficiency. It increases customer satisfaction by ensuring the availability of products,

minimizing backorders, and delivering a higher level of service. Moreover, it contributes to cost

reduction by minimizing carrying costs, preventing stockouts, and optimizing procurement

processes. Effective stock inventory systems support strategic decision-making by providing

valuable data and insights on inventory trends and performance metrics Facilitate better

collaboration within the supply chain, improving order fulfillment and overall supply chain

performance. These factors collectively indicate the positive impact and effectiveness of stock

inventory systems in various industry contexts.

 According to Kumar, S., & Suresh, N. (2017), The stock inventory system offers

various advantages to businesses. It improves demand forecasting, ensuring better alignment of

production and procurement activities. The system enables businesses to maintain optimal

inventory levels, minimizing carrying costs while meeting customer demand effectively.

Efficient order fulfillment is facilitated through real-time visibility into stock levels, reducing

lead times and enhancing customer satisfaction. Cost savings are achieved by optimizing

inventory levels and minimizing stockouts and excess inventory. The system enhances supply

chain coordination by sharing inventory information with partners, optimizing procurement

processes, and ensuring timely replenishment. Data-driven decision-making is supported through

accurate and up-to-date inventory data, enabling businesses to make informed choices. The stock

inventory system enhances inventory management, operational efficiency, and decision-making

for businesses.

Advantage and Disadvantage of Stock Inventory System

According to Kieso, Weygandt, and Warfield (2016), the implementation of a stock

inventory system provides businesses with several advantages. One of the key benefits is real-

time inventory visibility, which allows businesses to have up-to-date information on stock levels,

locations, and movements. This enables accurate tracking and monitoring of inventory, leading

to improved control over stock quantities and reducing the likelihood of stockouts or overstocks.

Additionally, a stock inventory system provides businesses with accurate data for informed

decision-making. By analyzing inventory levels, sales patterns, and demand trends, businesses

can make strategic choices regarding purchasing, production, and order fulfillment. This helps

optimize inventory management processes and improve overall operational efficiency.

Furthermore, a stock inventory system facilitates efficient order fulfillment by automating

inventory tracking and order processing. Businesses can quickly locate products, check

availability, and process orders promptly, resulting in enhanced customer satisfaction and

increased sales. Lastly, effective inventory management through a stock inventory system can

lead to cost reduction. By optimizing inventory levels and minimizing carrying costs, businesses

can improve their financial performance and profitability. Overall, the advantages of a stock

inventory system, as highlighted by Kieso, Weygandt, and Warfield (2016), encompass

improved inventory control, enhanced decision-making, efficient order fulfillment, and cost

reduction. While stock inventory systems offer numerous advantages for businesses, it is

essential to also consider their potential disadvantages. This literature review critically examines

the drawbacks associated with stock inventory systems, exploring their limitations, challenges,

and potential negative impacts on businesses.

According to Zhang, R. Q., & Zhang, T. (2017), one potential disadvantage of a

stock inventory system is the risk of inventory obsolescence. While a stock inventory system

aims to optimize inventory levels, it may not always account for changing market conditions or

shifts in customer demand. This can lead to the accumulation of excess or obsolete inventory that

becomes difficult to sell or dispose of, resulting in financial losses for the business. In industries

with rapidly changing product technology or short product lifecycles, the risk of obsolescence

increases, and a stock inventory system may struggle to adapt quickly enough to prevent

inventory obsolescence. Therefore, businesses using a stock inventory system need to carefully

monitor and manage their inventory to avoid potential obsolescence-related challenges. More

disadvantage of Stock Inventory System, According to Hugos, M. H., & Thomas, D. C. (2018),

a stock inventory system comes with several potential disadvantages. One drawback is the

increased holding costs associated with maintaining inventory, including expenses such as
storage space, utilities, and insurance. Furthermore, inaccurate demand forecasting can pose

challenges, leading to overstocking or stockouts that can impact customer satisfaction and

profitability. Another disadvantage is the capital tied up in inventory, limiting financial

flexibility for other business activities. Additionally, the risk of inventory shrinkage or theft

persists despite security measures. Stock inventory systems may also lack agility and flexibility,

hindering the ability to respond quickly to market fluctuations. Lastly, implementing a stock

inventory system can introduce complexities in supply chain management, especially when

dealing with a wide range of SKUs or a complex network of suppliers and distributors. It is

important for businesses to consider these potential disadvantages and carefully assess their

specific operational requirements before implementing a stock inventory system.

Microsoft Access as Data Base

Microsoft Access is a popular and widely used relational database management

system (RDBMS) known for its lightweight and embedded nature. It operates as a self-contained

library, eliminating the need for a separate server process.

According to Owens, R., & Owens, D. (2010), highlight Access as a versatile and

widely used relational database management system (RDBMS). They emphasize its lightweight

and embedded nature, eliminating the need for a separate server process. The authors discuss

Access’s compatibility with various operating systems and programming languages, making it

flexible for developers. They explore key features such as standard SQL support, Atomicity,

Consistency, Isolation, and Durability (ACID) compliance, and efficient use of memory and disk

space. The book covers topics including database design, querying techniques, performance

optimization, and advanced functionalities, making it a valuable resource for developers looking

to leverage Access’s power and flexibility in their applications.

 According to Terra (2023), Access is a relational database management system

(RDBMS) developed by Microsoft. It is widely used for small-scale database applications,

especially by individuals and small businesses. Access provides a user-friendly interface and a

range of features for creating and managing databases, including tables, queries, forms, and

reports.

The effectiveness of Access as a database depends on the specific requirements and use cases.

Access offers a visual interface that makes it relatively easy for non-technical users to design and

manage databases. It provides wizards and templates for creating tables, forms, and reports,

allowing users to quickly build basic database applications without extensive programming

knowledge. Rapid application development: Access supports the creation of complete database

applications, including user interfaces, logic, and data storage, using its built-in tools. This makes

it suitable for developing small-scale applications with relatively simple requirements and

limited resources. Scalability and performance: Access is designed primarily for small-scale

databases and may not perform as well with large amounts of data or high-concurrency

scenarios. As the size and complexity of a database grow, Access may encounter performance

limitations compared to more robust RDBMS options like SQL Server or Oracle. Multi-user

support: Access does support multi-user environments to some extent, allowing multiple users to

access and modify the database simultaneously. However, its performance in concurrent access

scenarios can be limited, and it may not scale well for larger teams or high-volume usage.

Integration with other tools: Access integrates well with other Microsoft Office applications,

such as Excel and Word. This can be advantageous for generating reports, exporting/importing

data, and leveraging the capabilities of other Office tools within the database application.

Security and data integrity: Access provides basic security features, such as user-level
permissions and password protection. However, it may not offer the same level of advanced

security options and data integrity controls as enterprise-grade [Link] summary, Access

can be an effective choice for small-scale database applications with relatively simple

requirements and limited resources. It provides a user-friendly interface, rapid application

development capabilities, and integration with other Microsoft Office tools. However, for larger

databases or more demanding scenarios, other RDBMS options with better scalability and

performance may be more suitable.

Technical Background

Conceptual Framework

Figure 1. Conceptual Framework of Stock Inventory System for 8tea1 Milktea Shop
 Figure 1 shows the admin can create an access removed items, log in, view inventory,

add items and remove items. Admins can also view edit the removed items. The user can

add/deduct a Quantity and view the Inventory.

Project Technology Tools

The developers used tools that are used to plan, execute, and manage projects. The tools

include project management software, collaboration tools and document management systems.

Hardware such as laptops, tablets, and smartphones are also used to access and use the tools. The

specific tools used in this project depends on the needs of the project and the developers.

Visual Basic – The developers choose visual basic to build the inventory system creating a user-

friendly interface and interact with a database MS Access. Developers use VS code due to its

ease of use, rapid application development capabilities, and strong integration with Microsoft

technologies, making it a suitable choice for developers.

MS Access – The developers choose MS Access to store data and manage inventory data and

create tables to store information such as product names, descriptions, quantities, and any other

relevant attributes.

Visual Studio – The developers use Visual Studio creating and designing a user-friendly

interface. Utilizing Windows Forms to design forms, buttons, labels, and other controls to

capture and display inventory-related information.

Hardware Specification

Table 1. Developers Hardware Specification

Classification Specification

Laptop Intel 5i
System type 64-bit Operating System
Model Processor AMD Ryzen 5-3500V
RAM 8GB
SSD 512GB

The Table 1 shows the Hardware Specification of the stock inventory system.

Software Specification

Table 2. Developers Software Specification

Classification Specification

Programming Visual Basic

DBMS MS Access
IDE Visual Studio

The Table 2 shows the Software Specification of the stock inventory system.

Peopleware Specification
Table 3. Developers Peopleware Specification

Classification Specification

Managers Admin

Table 3 shows the Peopleware Specification of the stock inventory system.

Context Diagram

Figure 3. Context Diagram for the Stock Inventory System for 8TEA1 Milk tea Shop.

Illustrates the relationship with external entities or systems, highlighting the system's

scope and boundaries. The admin can access certain functions through logging in by entering a

username and password, and the system validates. The admin can also add, update, and delete

stock, and the system will carry out the corresponding actions. The user is no need to log in but

only has limited access to the system’s functions. The admin can add stock to bins (removed
items) so that it is not deleted permanently and can track its reason of deduction. Finally, the

Admin can change the password, and the system will validate the new password before making

the change.

Diagram 0
 Figure 4. Diagram 0 for the Stock Inventory System for 8TEA1 Milk tea Shop.

Functions of the system that the admin can perform. The admin enters a username

and password for the user to be able to save and delete new items, access and manage removed

items then the system will verify them. If the entered username and password are invalid, the

admin will need to re-enter the password and the system will verify it again. The admin can add

stock, such as product name and price, and the system will verify that the stock is added. The

admin can also edit the product name and the system will verify the changes. The admin can

delete stock, and the system will verify if the admin really wants to delete it. The admin can add

stock to a bin(removed items), and the system will verify that the stock is added to the bin. The

purpose of the bin is to track deducted items and the reason it is deductes. Finally, the Admin can

change their password by entering the old and new passwords, and the system will verify them.

If the old password is invalid, the admin will need to re-enter it before the new password can be

set.

Use Case Diagram

 Figure 2. Use Case Diagram for the Stock Inventory System for 8TEA1 Milk tea Shop.

Figure 2 shows the interactions between the system and the actor, such as the Admin.

The admin can perform several use cases, including logging in, adding stock, updating stock,

deleting stock, access removed items, and changing their password. User can also add and deduct

a quantity of items and view the inventory.

Executive Summary

This executive summary highlights the key findings and proposed solution from a

study conducted on the stock inventory system at 8tea1 milk tea shop in Kidapawan City. The
shop, owned by Ms. Julia Catamco, was established in November 2018. The study revealed a

problem related to restocking and stockouts, with workers taking excessive time to manage

inventory. To address this issue, the researchers propose implementing a stock inventory system

to make the stock-in and stock-out procedures smooth. This system aims to optimize inventory

management, reduce time inefficiencies, and enhance overall operational efficiency at the

establishment. By implementing the proposed solution, 8tea1 milk tea shop can improve its

inventory control and ensure timely restocking, leading to enhanced customer satisfaction and

improved business performance.

Conclusion

The developers concluded that stock inventory system for an 8tea1 milk tea shop brings

several practical benefits. It helps in efficiently managing inventory, improving productivity,

reducing wastage and losses and making informed decisions. The system has been developed to

acquire and integrate the specific functionalities and objectives outlined in the study, with the

primary goal of providing valuable assistance and fulfilling the specific requirements of the

8tea1 milk tea shop. The deliberate approach adopted for the system's development ensures a

seamless integration and smooth operation within the establishment, which ultimately leads to
enhanced overall efficiency and effectiveness. Consequently, the inventory system will help in

contributing the smooth and successful operation of the milk tea shop.

Recommendation

The researcher recommends the following future features or updates for the system. The

first recommendation is Add item summary to provide concise and helpful information about the

items in a list. Item summaries can give potential buyers or users a quick overview of each item's

key features, specifications, or benefits, allowing them to make more informed decisions. Second

by Interconnect to counter point of sales operations will save time, automating the processes like

inventory management and sales tracking, saving time and improving efficiency. Real-time

inventory management allows you to monitor stock levels and make data-driven decisions.

Integration provides valuable sales and customer insights, enabling to analyze trends and create

targeted marketing campaigns. Transaction processing and centralized reporting enhance the

customer experience and support informed decision-making. Scalability and adaptability ensure

smooth operations as the business.